Assistant Records Management Officer

Description:

The New York City Campaign Finance Board manages New York City’s small donor democracy program and educates and engages voters via NYC Votes. The CFB has enjoyed a tremendous arc of progress over its 30-year history, and our updated flagship small donor democracy program is a centerpiece of this progress.

We eliminate barriers to participation by providing access to the resources New Yorkers need to vote or run for office and amplify the voices of small donors with New York City’s small donor democracy program.

We are dedicated to making New York City’s local democracy more open, transparent, and equitable. You would be working with a team that is mission driven and committed to continuous improvement.

The Records, Data, and Information Unit is comprised of dedicated individuals who are responsible for the intake and data entry of candidate-related documentation, as well as responsible for compiling, redacting, and organizing responsive documents for Freedom of Information Law (FOIL) requests and executing the overall agency’s records retention policies.

The Assistant Records Management Officer reports to the Director of the Records, Data, and Information Unit who also serves as the agency’s official. This position is also responsible for supporting the Senior Associate Counsel who oversees the legal aspects of responding to Freedom of Information Law (FOIL) requests and helps track and comply with statutory deadlines. The ideal candidate should be familiar with and experienced in scanning and indexing of documentation, provide data entry on external and internal documentation and responsible for data entry within our internal applications. Responsibilities include, but are not limited to:
 

• Identify, analyze, compile, and redact responsive records for each FOIL request.
• Ensure that documents and materials provided in response to record requests are appropriately redacted, disclosed in a timely manner, and do not violate any applicable statutes, confidentiality laws or restrictions.
• Save all responsive records in an online accessible filing system for internal review and external production within the appropriate deadlines set by the Senior Associate Counsel responsible for FOIL.
• Support the tracking, maintenance, and quality control of responsive FOIL request records.
• Maintain the confidentiality of agency records.
• Support the Records Access Officer in communicating with the Records Access Officers at other City agencies when necessary.
• Scan and index external/internal candidate records and agency documentation, as deemed necessary to support the work of the unit.
• Perform data entry on external/internal documentation, as deemed necessary to support the work of the unit.
• Perform special projects under the direction of the Director of Records, Data, and Information, including support for the development of an improved online FOIL records request portal and repository.
• Coordinate with agency management to execute and maintain the agency’s records retention policy.
• Assist in the management and tracking of all agency records (on and off-site).

Essential Skills
 

• Proactive and takes initiative in identifying, gathering, and processing records.
• Outstanding communication and problem-solving skills.
• Excellent analytical and organizational skills with attention to detail.
• Knowledge of basic Records Management systems.
• Proficiency in MS Office (Word, Excel, OneDrive, Teams, in particular), Dropbox (required), OnBase (preferred), Salesforce (preferred).
• Strong computer and internet skills with a willingness to learn new software.
• Superior time management skills and the ability to manage multiple tasks and prioritize work.
• Ability to understand and work with confidential matters.
• Proficiency in and/or ability to learn to communicate and interact well with external agencies.

- Proficiency in and/or ability to complete short- and long-term projects effectively and as efficiently as possible.